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Office & Literature Coordinator
NYFA
New York, NY, United States
Job Details - this job has expired, please see similar jobs below
Description
Primary Job Summary:
Daily process literature sales, donations, and ticket sales in Point of Sale register and QuickBooks Financial system; Print and Email daily donation receipt letters to Groups and Members; Purchase literature and maintain complete book/coin inventory; Purchases for CTFC literature packages; Upkeep and repair of office equipment including copier and postage machines; change ceiling lights; file cabinets; wall fixtures; etc. Daily organization of the front office including; inquiries; bulletin boards; flyers; forms; hospital desk binders. Print monthly Anniversary Club cards and track members in POS. Prepare and oversee Delegates Meetings mailings four times a year. Make updates to the NYIG website in WordPress including updating A.A. Meetings/Update calendar/Event info with flyers.
*** Performs additional work-related duties as assigned by Executive Secretary.
Work Schedule:
• Full-Time: 40 hours per week
o 9:00am – 5:00pm Tuesday, Wednesday, Thursday, Friday, Saturday
• One Saturday each quarter for Delegates Meeting in March, June, September, and December:
o 6:30am to 2:30pm
• Attendance at four weekend Special Events:
o Big Meeting - CTFC Dinner - Old Timers Speaker Meeting - Bill W. Dinner
Compensation:
• $44,000.00 Annual Salary (Commensurate with experience)
• Company Benefits:
o Individual Insurance Coverage for Medical, Dental, Vision Health Coverage and Partial for Family (*After 90 Days of Probation Period)
o 403(b) with Matching Plan (*Company % Match after 6 Months as outlined in Retirement Package)
o Generous Paid Annual Leave, Sick Time, Personal Leave, and Holidays (*Outlined in Job Offer)
Primary Job Summary and Essential Functions:
Daily entry of POS transactions. Shipping of literature orders. Update city sales tax for UPS orders (quarterly for Sales tax). Printing daily Sales Receipts and acknowledgement letters. Oversee Literature Room including: ordering, receiving and pricing of AAWS and Grapevine literature in POS system with pre-approved Purchase Orders (on website/order forms). Inspection of inventory including the return and/or refund of damaged merchandise.
Weekly literature transaction reports (emailed to Executive Secretary) including profit and loss margins and trends, including ticket sales updates. Confirm literature room is organized and clean.
• Responsible for the daily organization and function of the front office to ensure a daily minimum of three volunteers to answer phones for 3 separate shifts plus 1 volunteer for Call Forwarding. Confirm Volunteers have had Orientation. Set up conference area committee meetings, including arrangement of furniture and providing supplies and requested printed documents.
Schedule volunteers to help with the direct mailings and operational needs of Committees and Area Representatives. Print letter and labels from Excel. Update SC rosters and members lists. Send out monthly Anniversary Club envelopes from POS. Maintain database of monthly CTFC donations and pink can contribution receipts. Print monthly CTFC purchased literature.
Make updates to the NYIG website in WordPress including updating A.A. Meetings/Update calendar/Event info with flyers. Update annual calendar dates and flyer.
Necessary Roles Outlined:
• Track donations/literature/ticket sales in the Point Of Sale and QuickBooks accounting program. Print / Email group and member thank you letters as needed. Track in Excel sold tickets for Bill W. Dinner and CTFC Dinner. Distribute each corresponding flyer to each committee/delegate; post in office. Update production worksheet and timeline for each meeting and special event in advance.
• Assemble policies and procedures to distribute to Volunteers, Committee, and Area Representative Members; maintain confidential database and schedule of A.A. Members, Officers, Phone Volunteers, Office Help, and 12 Step Contacts in QuickBooks/Excel. Print and merge letters and labels from Excel for direct mailings.
• Collect and print in advance agenda, minutes, and contact list for BTG/CTFC/GR/PI/VOL Committees and the Area Forums including Steering Committee Members. Scan and file for historical purpose. Scan each BTG request and submit. Review Sober News for date and event accuracy and archive each issue for GR. Supply Public Information Chair with letters and pamphlets for school and centers. Keep confidential contact forms/worksheets for each of the 650 Volunteers locked up and secure.
• Daily clean-up and organization of the literature room, volunteers' desks, reception area, storage room, data room, CTFC storeroom, coat and electrical closet, restroom. Maintain a weekly record of items, materials, and supplies stored in rooms, cabinets, and boxes. Order supplies as needed upon approval from Executive Secretary. Follow check list.
• Preparation for periodic Audit of Literature Room with Committee Coordinator (includes count and tally of over 10k items for/by auditors. (May not take Annual Leave during this time: last 5 days in the month of June and 5 first days in July).
• Adheres to company policies and procedures.
Required Credentials / Physical Capability:
• Bachelor's Degree preferred.
• Excellent POS and QuickBooks experience to calculate sales orders; enter contributions; track literature inventory daily; group and member receipt letters
• Proficient in Excel, MS Word.
• Exceptional in WordPress and Website content.
• Lifting: Small to large boxes (35Ibs. to 50Ibs.) Moving folders and packages (bending and lifting involved).
Professional Qualifications:
• Minimum five (5) years’ experience in working a sales register/tracking inventory/office machine maintenance/office assistance skills.
• Ability to function effectively in a non-profit organization where there are multiple demands on a daily basis.
• Must be self-starter with initiatives; ability to multi-task and work independently with a helpful and positive attitude.
• Excellent organizational and time management skills with superb customer service.
AA Requirements:
Applicant must be an active Member of Alcoholics Anonymous with a minimum of three (2) years continuous sobriety.
Regular attendance at AA meetings.
Familiarity with A.A. General Service and knowledge of the Twelve Steps and Twelve Traditions.
Employee maintains confidentiality regarding A.A. contact information.
* NOTE: Job Description is not intended to be an all-encompassing list of responsibilities, skills, or working conditions associated with this position. It is intended to be a guideline reflecting the principle activities.
Inter-Group Association of A.A. of New York, Inc. is committed to Equal Opportunity Employment